Request for Quotations For

INFORMATION TECHNOLOGY SERVICES ITQ

REQUEST FOR QUOTATIONS FOR

Statewide Uniform Registry of Electors (SURE)
Maintenance and Support

ISSUING OFFICE

Office of Administration
Bureau of IT Procurement
506 Finance Building Room
Harrisburg, PA 17120

RFQ NUMBER

6100026485

DATE OF ISSUANCE

April 15, 2014

The Office of Administration,Bureau of IT Procurement has posted solicitation 6100026485 for Statewide Uniform Registry of Electors (SURE) Maintenance and Support. Please go to the eMarketplace Website to view and download all documentation pertaining to this solicitation.

This is a restricted solicitation, only those contractors qualified in one (1) or more of the following service category(ies) under the Commonwealth’s Information Technology (IT) Services Invitation to Qualify (ITQ) Contract,4400004480, prior to the bid opening date may respond.

Consulting Services – IT General
Consulting Services – IT Project Management
Software Development Services

Organizations interested in doing business with the Commonwealth through this contract must begin by registering with the Commonwealth as a Procurement Supplier. For more information about registration, please view the Registration Guide.

Once an organization is registered with the Commonwealth, they must develop and submit a bid through the PASupplierPortal Website in order to qualify for one, all, or any combination of the service categories associated with this contract. The Commonwealth will evaluate the bid along with all supporting documentation to determine whether the organization meets the minimum eligibility requirements.

For more information about the Commonwealth’s Invitation to Qualify contracts and their policies, please visit the ITQ Website.

REQUEST FOR QUOTATIONS

FOR

Statewide Uniform Registry of Electors (SURE)
Maintenance and Support

TABLE OF CONTENTS

CALENDAR OF EVENTS4

Part I - GENERAL INFORMATION5

Part II - PROPOSAL REQUIREMENTS13

Part III - CRITERIA FOR SELECTION18

Part IV - WORK STATEMENT22

APPENDIX A, PROPOSAL COVER SHEET

APPENDIX B,TRADE SECRET/CONFIDENTIAL PROPRIETARY INFORMATION NOTICE

APPENDIX C, PROJECT REFERENCES

APPENDIX D, PERSONNEL EXPERIENCE BY KEY POSITION

APPENDIX E, SMALL DIVERSE BUSINESS LETTER OF INTENT

APPENDIX F, COST MATRIX

APPENDIX G,DOMESTIC WORKFORCE UTILIZATION CERTIFICATION

APPENDIX H, SURE ENVIRONMENT

APPENDIX I, PERSONNEL REQUIREMENTS

APPENDIX J, CURRENT METHODOLOGIES

APPENDIXK, LOBBYING CERTIFICATION FORM

APPENDIX L, QUESTIONS SUBMITTAL TEMPLATE

CALENDAR OF EVENTS

The Commonwealth will make every effort to adhere to the following schedule:

Activity / Responsibility / Date
Deadline to submit Questions via email to:
/ Contractors / Thursday,
April 24, 2014
at 1:00 PM
Pre-proposal Conference:
Office of Information Technology
Bureau of IT Procurement
Finance Building, Conference Room 503
613 North Street
Harrisburg, PA 17120-0400 / Issuing Office/
Contractors / Wednesday,
April 30, 2014
at 10:00 AM
Answers to Potential Contractor questions posted to the DGS website ( no later than this date. / Issuing Office / Tuesday,
May 6, 2014
at 3:00 PM
Please monitor the DGS website for all communications regarding the RFQ. / Contractors / ongoing
Sealed proposal must be received by the Issuing Office at:
(Tami Mistretta) Bureau of IT Procurement
c/o Commonwealth Mail Processing Center
2 Technology Park (rear)
Attn: IT Procurement, Finance Building, Room 506
Harrisburg, PA 17110
NOTE: Hand-delivered proposal must be delivered to the address set forth in the Calendar of Events and must be time and date stamped by the facility receiving the proposals. Proposals may only be hand-delivered between 6:00 a.m. and 2:45 p.m., Monday through Friday, excluding Commonwealth holidays. / Contractors / Tuesday,
May 27, 2014
at 1:00 PM

PART I

GENERAL INFORMATION

I-1.Purpose

This Request for Quotes ("RFQ") provides to those interested in submitting proposals for the subject procurement ("Contractors") sufficient information to enable them to prepare and submit proposals for the Office of Administration, Bureau of IT Procurement's consideration on behalf of the Commonwealth of Pennsylvania ("Commonwealth") to satisfy a need forStatewide Uniform Registry of Electors (SURE) Maintenance and Support ("Project").

I-2.Issuing Office

The Office of Administration, Bureau of IT Procurement("Issuing Office") has issued this RFQ on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this RFQ isTami Mistretta, Bureau of IT Procurement, 613 North Street, Finance Building, Room 506, Harrisburg, PA 17120-0400, , the Issuing Officer for this RFQ. Please refer all inquiries to the Issuing Officer.

I-3.Scope

This RFQ contains instructions governing the requested proposals, including the requirements for the information and material to be included; a description of the service to be provided; requirements which Contractors must meet to be eligible for consideration; general evaluation criteria; and other requirements specific to this RFQ.

I-4.Problem Statement

The Department of State (DOS) is seeking qualified IT Services supplier to provide applications maintenance, support, and enhancements of the current SURE environment. The SURE applications support the voter registration, elections, campaign finance and lobby disclosure processes within the Commonwealth of Pennsylvania.

Additional detail is provided in Part IV of this RFQ

I-5.Pre-proposal Conference

The Issuing Office will hold a pre-proposal conference as specified in the Calendar of Events. The purpose of this conference is to provide opportunity for clarification of the RFQ. Contractors should forward all questions to the Issuing Office in accordance with Part I-6 to ensure adequate time for analysis before the Issuing Office provides an answer. Contractors may also ask questions at the conference. In view of the limited facilities available for the conference, Contractors should limit their representation to two (2) individuals per Contractor. The pre-proposal conference is for information only. Any answers furnished during the conference will not be official until they have been verified, in writing, by the Issuing Office. All questions and written answers will be posted on the Department of General Services’ (“DGS”) website ( as an addendum to, and shall become part of, this RFQ. Attendance at the Pre-proposal Conference is optional.

I-6.Questions and Answers

If a Contractor has any questions regarding this RFQ, the Contractor must submit the questions by email (with the subject line ("IT ITQ RFQ 6100026485 Statewide Uniform Registry of Electors (SURE) Maintenance and SupportQuestion") to the Issuing Officer. Questions must be submitted via email no later than the date and time specified in the Calendar of Events. The Contractor shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer will post the answers to the DGS website. A Contractor who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its proposal will not be responsive or competitive because the Commonwealth is not able to respond before the proposal receipt date or in sufficient time for the Contractor to prepare a responsive or competitive proposal. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Contractor to specific provisions in the RFQ. To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer will be provided to all Contractors through an addendum.All questions must be submitted on Appendix L, Questions Submittal Template to the following email address: .

All questions and responses as posted on the Department Of General Services (DGS)website are considered as an addendum to, and part of, this RFQ. Each Contractor shall be responsible to monitor the DGS website for new or revised RFQ information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFQ or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.

I-7.Addenda to RFQ

If the Issuing Office deems it necessary to revise any part of this RFQ before the proposal response date, the Issuing Office will post an addendum to the DGSwebsite. Answers to the questions asked during the questions and answer period will also be posted to the DGSwebsite as an addendum to the RFQ.

I-8.Electronic Version of RFQ

This RFQ is being made available by electronic means. The Contractor acknowledges and accepts full responsibility to insure that no changes are made to the RFQ. In the event of a conflict between a version of the RFQ in the Contractor's possession and the Issuing Office's version of the RFQ, the Issuing Office's version shall govern.

I-9.Response Date

To be considered, proposals must arrive at the Issuing Office on or before the time and date specified in the RFQ Calendar of Events. Contractors which mail proposals should allow sufficient mail delivery time to ensure timely receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the Issuing Office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission shall be automatically extended until the next Commonwealth business day on which the office is open, unless the Issuing Office otherwise notifies Contractors by posting an Addendum to the RFQ. The time for submission of proposals shall remain the same. Late proposals will not be considered.

I-10.Incurring Costs

The Issuing Office is not liable for any costs the Contractor incurs in preparation and submission of its proposal, in participating in the RFQ process or in anticipation of award of a purchase order.

I-11.Economy Of Preparation

Contractors should prepare proposals simply and economically, providing a straightforward, concise description of the Contractor's ability to meet the requirements of the RFQ.

I-12.Small DiverseBusiness Information

The Issuing Office encourages participation by small diverse businesses as prime contractors, and encourages all prime contractorsto make a significant commitment to use small diverse businesses assubcontractors and suppliers.

A Small Diverse Business is a DGS-certified minority-owned business, woman-owned business, veteran-owned business or service-disabled veteran-owned business.

A small business is a business in the United States which is independently owned, not dominant in its field of operation, employs no more than 100 full-time or full-time equivalent employees, and earns less than $7 million in gross annual revenues for building design, $20 million in gross annual revenues for sales and services and $25 million in gross annual revenues for those businesses in the information technology sales or service business.

Questions regarding this Program can be directed to:

Department of General Services

Bureau of Small Business Opportunities

Room 611, NorthOfficeBuilding

Harrisburg, PA17125

Phone: (717) 783-3119

Fax: (717) 787-7052

Email:

Website:

The Department’s directory of BSBO-verifiedminority, women, veteran and service disabled veteran-owned businesses can be accessed from: Searching for Small Diverse Businesses.

I-13.Proposals

To be considered, Contractors should submit a complete response to this RFQ to the Issuing Office, using the format provided in Part II, providing nine (9) paper copies of the Technical Submittal and two (2) paper copy of the Cost Submittal and two (2) paper copies of the Small Diverse Business (SDB) participation submittal. In addition to the paper copies of the proposal, Contractors shall submit two (2)complete and exact copies of the entire proposal (Technical, Cost and SDB submittals, along with all requested documents) on CD-ROM or Flash drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the paper copy and any spreadsheets must be in Microsoft Excel. The Contractors may not lock or protect any cells or tabs. Contractors should ensure that there is no costing information in the technical submittal. Contractors should not reiterate technical information in the cost submittal. The CD or Flash drive should clearly identify the Contractor and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Contractor shall make no other distribution of its proposal to any other Contractor or Commonwealth official or Commonwealth consultant. Each proposal page should be numbered for ease of reference. An official authorized to bind the Contractor to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (See Appendix A to this RFQ) and the Proposal Cover Sheet is attached to the Contractor’s proposal, the requirement will be met. For this RFQ, the proposal must remain valid until a purchase orderis issued. If the Issuing Office selects the Contractor’s proposal for award, the contents of the selected Contractor’s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations.

Each Contractor submitting a proposal specifically waives any right to withdraw or modify it, except that the Contractor may withdraw its proposal by written notice received at the Issuing Office’s address for proposal delivery prior to the exact hour and date specified for proposal receipt. A Contractor or its authorized representative may withdraw its proposal in person prior to the exact hour and date set for proposal receipt, provided the withdrawing person provides appropriate identification and signs a receipt for the proposal. A Contractor may modify its submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a new sealed proposal or sealed modification which complies with the RFQ requirements.

I-14.Alternate Proposals

The Issuing Office will not accept alternate proposals.

I-15.Proposal Contents

Confidential Information.The Commonwealth is not requesting, and does not require,confidential proprietary information or trade secrets to be included as part of Contractors’ submissionsin order to evaluate proposals submitted in response to this RFQ. Accordingly, except as provided herein, Contractors should not label proposal submissions as confidential or proprietary or trade secret protected. Any Contractor who determines that it must divulge such information as part of its proposal must submit the signed written statement described in subsectionc. below and must additionally provide a redacted version of its proposal, which removes only the confidential proprietary information and trade secrets,for required public disclosure purposes.

Commonwealth Use. All material submitted with the proposal shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Issuing Office’s option. The Commonwealth has the right to use any or all ideas not protected by intellectual property rights that are presented in any proposal regardless of whether the proposal becomes part of a purchase order. Notwithstanding any Contractor copyright and/or trademarkdesignations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposals internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction.

Public Disclosure. After the award ofa contractpursuant to this RFQ,all proposal submissionsare subject to disclosure in response to a request for public records made under the Pennsylvania Right-to-Know-Law, 65 P.S. § 67.101, et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signed written statement to this effect must be provided with the submission in accordance with 65 P.S. § 67.707(b) for the information to be consideredexempt under 65 P.S. § 67.708(b)(11) from public records requests (SeeAppendix B, Trade Secret/Confidential Proprietary Information Notice). Financial capability information submitted in response to Part II, Section II-8of this RFQis exempt from public records disclosure under 65 P.S. § 67.708(b)(26).

I-16.Contractor’s Representations and Authorizations

By submitting its proposal, each Contractor understands, represents, and acknowledges that:

All of the Contractor’s information and representations in the proposal are true, correct, material and important, and the Issuing Office may rely upon the contents of the proposal in making an award. The Commonwealth shall treat any misstatement, omission or misrepresentation as fraudulent concealment of the true facts relating to the proposal submission, punishable pursuant to 18 Pa. C.S. § 4904.

The Contractor has arrived at the price(s) and amounts in its proposal independently and without consultation, communication, or agreement with any other Contractor or potential Contractor.

The Contractor has not disclosed the price(s), the amount of the proposal, nor the approximate price(s) or amount(s) of its proposal to any other firm or person who is a Contractor or potential Contractor for this RFQ, and the Contractor shall not disclose any of these items on or before the proposal submission deadline specified in the Calendar of Events of this RFQ.

The Contractor has not attempted, nor will it attempt, to induce any firm or person to refrain from submitting a proposal on this purchase order, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal.

The Contractor makes its proposal in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

To the best knowledge of the person signing the proposal for the Contractor, the Contractor, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any Local, State, or Federalgovernmental agency and have not in the last four years been convicted or found liable for any act prohibited by Local, State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as the Contractor has disclosed in its proposal.

To the best of the knowledge of the person signing the proposal for the Contractor and except as the Contractor has otherwise disclosed in its proposal, the Contractor has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Contractor that is owed to the Commonwealth.

The Contractor is not currently under suspension or debarment by the Commonwealth, any other state or the federal government, and if the Contractor cannot so certify, then it shall submit along with its proposal a written explanation of why it cannot make such certification.

The Contractor has not made, under separate contract with the Issuing Office, any recommendations to the Issuing Office concerning the need for the services described in its proposal or the specifications for the services described in the proposal. (See Pennsylvania State Adverse Interest Act).

The Contractor, by submitting its proposal, authorizes Commonwealth agencies to release to the Commonwealth information concerning the Contractor's Pennsylvania taxes, unemployment compensation and workers’ compensation liabilities.

The selected Contractor shall not begin to perform until it receives purchase order from the Commonwealth.

I-17.Restriction Of Contact